PRIVACY POLICY FOR CHECKMINISTRY

CheckMinistry takes your privacy seriously. We want you to know how we collect, use, share, and protect your personal data.

This Privacy Policy tells you:

1. WHAT THIS PRIVACY POLICY COVERS
2. WHAT PERSONAL DATA DO WE COLLECT?
3. SOURCES FROM WHICH WE COLLECT THE DATA
4. PURPOSES FOR WHICH WE USE THE PERSONAL DATA WE COLLECT
5. HOW WE SHARE THE PERSONAL DATA WE COLLECT
6. HOW WE PROTECT THE PERSONAL DATA WE COLLECT
7. WHAT RIGHTS DO YOU HAVE, WITH RESPECT TO THE INFORMATION WE COLLECT?
8. CHANGES TO THIS PRIVACY POLICY
9. CONTACT US

WHAT THIS PRIVACY POLICY COVERS?

This Privacy Policy describes how CheckMinistry deals with personal and other information provided by CheckMinistry’s clients, and their third parties, job applicants and employees (as well as other individuals who have given their written authorization for CheckMinistry’s clients to conduct a background investigation on them), using CheckMinistry’s background screening solution (and third party solution where required) that is accessible only through an access-restricted portal. CheckMinistry will collect, store, and use personal information only in compliance with this Privacy Policy, its online Privacy Policy, and applicable law.

Please carefully read this Privacy Policy to understand how we will treat the information you provide while using any service that CheckMinistry provides. This Privacy Policy also describes your choices regarding the use of your personal information, and how you can access, update and correct your personal information. This Privacy Policy may change from time to time whereby CheckMinistry will demonstrate its responsibility to keep you informed of all such changes in future.

“Personal data” or “personal information”, as used in this Privacy Policy, means information that relates to you as an individually identifiable person.

WHAT PERSONAL DATA DO WE COLLECT?

The personal data as detailed below is collected only through access-restricted portal. The information and documents accessible to and from the portal is made available only to clients of CheckMinistry.

Background Checks:

Our clients may ask us to conduct a background check on you because you are a prospective or current employee. To initiate the background check process, you or our client may provide us with personal information (sometimes referred to as “personal data”, “personally identifiable information” or “PII”); and/or other personal information deemed necessary for CheckMinistry to conduct your background check.

We will conduct the background check only if our client has represented to us, via online order request or in writing, that you have received notice of, and consented to, the background check, including our use of your personal information to conduct the background check, and including the transfer and storage of your personal information across international borders, if applicable.

SOURCES FROM WHICH WE COLLECT THE DATA

We will collect the personal data provided by you from our client, who is your current or potential employer. While carrying out the process of background screening and verification of your personal data, we may receive further personal data from third party sources whom we engage to verify your data, either with government authorities or with other private parties such as your previous employers. In all cases CheckMinistry will approach or engage these third parties only with the intention to complete the background screening process as requested by our client and not for any other purpose.

PURPOSES FOR WHICH WE USE THE PERSONAL DATA WE COLLECT

Background Checks: The personal information collected from you will only be used for the sole purpose of background screening checks as requested by your current or potential employer (some examples of the specific purposes within the broad purpose of background screening checks are covered in Section 5.2 of this Privacy Policy). If you have provided your personal information over the portal in connection with a background screening investigation ordered by CheckMinistry’s client, CheckMinistry may use your personal information to perform your background screening investigation for that client. CheckMinistry will only use your information to conduct a background screening investigation and create a background screening report for a client that you are currently in employment with or your prospective employer.

The relevant data privacy laws in the Peoples’ Republic of China (hereinafter referred to as “Mainland China” for the purpose of this Privacy Policy), Hong Kong SAR, Macau SAR and European Economic Area (EEA) where applicable, allows us to process personal information, so long as we have a ground under the law to do so. It also requires us to tell you what those grounds are. As a result, when we process your personal information, we will rely on one of the following processing conditions:

Performance of a contract: this is when the processing of your personal information is necessary in order to perform our obligations under a contract entered with our client;

Legal obligation: this is when we are required to process your personal information in order to comply with a legal obligation, such as keeping records for tax purposes or providing information to a public body or law enforcement agency;

Legitimate interests: we may process information about you where it is in our legitimate interest in running a lawful business to do so in order to further that business, so long as it doesn’t outweigh our clients interests; or

Your consent: we will only process your personal information to the extent you agree for us in doing so.

Other applicable legal grounds: CheckMinistry may also rely on other legal grounds or legal principles of the applicable data privacy laws, depending on your location to collect and process your personal information.

CheckMinistry does not sell or rent personal information to any third-parties.

HOW WE SHARE THE PERSONAL DATA WE COLLECT

We will share your personal information with parties outlined in Section 5 in the ways that are described in this Privacy Policy.

Disclosure of information to the client who has ordered the investigation:

When CheckMinistry conducts a background screening investigation about you, CheckMinistry will disclose your personal data or information, including the information received through the verification process to the CheckMinistry client that ordered a background screening investigation on you.

Disclosure of information to third parties:

CheckMinistry may disclose your information to certain third-parties as necessary to conduct the background screening investigation (such as educational institutions, prior employers, courts, law enforcement agencies and other persons or entities that may provide or verify information about you), as well as to a third-party representative or verification provider authorized by CheckMinistry to assist in the background screening investigation. CheckMinistry discloses to these representatives and verification providers only the personal information that they need for the purpose of delivering the requested service to CheckMinistry. Where applicable, CheckMinistry requires, by written agreement, that third-parties maintain reasonable measures to protect the confidentiality of your information.

International transfers of data:

CheckMinistry may transfer personal information submitted to it for a background screening investigation to an overseas receiver to perform the background screening investigation. These transfers will occur when CheckMinistry is attempting to verify your credentials or professional history during times you were in a country other than the country where you currently reside. All personal information will be transmitted and stored in a secure manner in accordance with the terms of this Privacy Policy. CheckMinistry, or its client, will obtain your consent prior to these cross-border data transfers.

HOW WE PROTECT THE PERSONAL DATA WE COLLECT

CheckMinistry is committed to protecting the personal information that CheckMinistry receives about individuals. While no method of transmission over the Internet, or method of electronic storage, is 100% secure, we do utilize a combination of online and offline security technologies, procedures and organizational measures to help safeguard personal information against loss, misuse, and unauthorized access, disclosure, alteration and destruction.

We maintain physical, electronic and procedural safeguards to guard the personal information that our client, authorized third-parties, and you provide to CheckMinistry. We employ Transport Layer Security (TLS) data encryption when data is transmitted over the Internet to our portal. In addition, we have security protocols and measures in place to protect the personal information we maintain about you from unauthorized access or alteration.

Specifically, we have installed firewalls, physical security and technological security measures, and encryption of certain information. Strong password protection protocols are used on our computers, and employees are kept up-to-date on our security and privacy policies. The servers used to store personal information are maintained in a secure environment with appropriate security measures.

In addition, access to customer information is restricted to authorized personnel only. Only employees who need the personal data to perform a specific job (for example, a Screening Specialist) are granted access to personal data. Employees with access to personal data are kept up-to-date on our security and privacy practices.

It is important for you to protect against unauthorized access to your password and to your computer. Be sure to close your browser after you have completed your visit to the portal.

Data Retention:

CheckMinistry will retain your information for the duration of the client relationship. We also retain your personal data up to 7 years from the point our client places an order unless a different retention period is specifically agreed with the client. Further, we will retain and use your information as necessary to comply with our legal obligations, resolve disputes or enforce our agreements.

Legal Basis For Processing:

CheckMinistry processes your personal data with your consent and as required or allowed by law.

WHAT RIGHTS DO YOU HAVE, WITH RESPECT TO THE INFORMATION WE COLLECT?

You have the following rights under the data protection laws:

• Inquire about and access your personal information with us and obtain a copy of your personal information with us;
• Request correction of your personal information where it is inaccurate, incomplete or outdated. In some cases, you can update your personal information within your account by logging in or in writing via email;
• Request Deletion, Anonymization or Blocking of your personal information when processing is based on your consent or when processing is unnecessary, excessive or noncompliant. Note that if you ask for deletion of your personal information, it may result in deleting your profile and your account from the portal, resulting in making certain sections of the portal unavailable to you.
• You can also withdraw your consent to our processing of your personal information. If you do so, then some of the features of the portal may become unavailable to you.
• You have the right to receive information about third parties with whom your Personal Information has been shared.

Note: In the event you decide to withdraw your consent or do not allow use of your personal information to conduct the screening investigation, CheckMinistry will inform our client on termination of your employment screening which may affect your employment status.

In order to submit any requests to us regarding your Personal Information, please send us an email at info@checkministry.com. Please note that we may not be able to honour all requests for deletion of your personal information since certain information may be required to be retained either to meet the requirements of law or for the purpose of maintaining business continuity.

CHANGES TO THIS PRIVACY POLICY

CheckMinistry may revise or update this Privacy Policy on occasion to reflect changes to our practices. If we make any material changes to this Privacy Policy, we will provide notification and the effective date for such changes prior to the changes taking effect. CheckMinistry will not reduce the extent of privacy protection, without your consent, to information collected under a prior Privacy Policy. We encourage you to refer back to this Privacy Policy for the latest information and the effective date of any changes.

CONTACT US

CheckMinistry
Email: info@checkministry.com

Last Updated: 4 November 2022